A successful physical inventory count starts with a clean and organized warehouse. If your team or an outside company walks into clutter, the process slows down. Trash, shrink wrap, and scattered items waste time and lead to mistakes.
Getting your warehouse ready ahead of time cuts down on errors and helps the count go faster. Below, we’ll cover simple steps to prepare your space, your people, and your systems for a smooth inventory process.
How to Prepare Your Warehouse for a Successful Physical Inventory Count
1. Clean and Organize Everything
One of the biggest problems during inventory is poor housekeeping. Trash, shrink wrap, and loose materials make it hard to move, scan, and count.
Here’s what to clean up:
- Remove any loose trash from aisles
- Break down and discard empty boxes
- Clear out the shrink wrap and paper
- Wipe down shelves and workspaces
Pro Tip: Make sure counting areas are neat and easy to walk through. This saves time and lowers the risk of mistakes.
2. Remove Obsolete and Damaged Inventory
Before count day, walk through your warehouse. If you see items that are broken or haven’t been used in years, now is the time to move them out.
What to do:
- Trash or recycle damaged goods
- Donate or scrap old, unused items
- Tag items that can’t be counted with clear signs
If an item has no value, don’t let it take up space. Get it out of the building.
3. Use a Reliable Inventory System
Having a working inventory system is key. If your team still writes things down by hand, it slows things down and leads to missed counts.
What helps:
- A working system that tracks stock levels
- Handheld scanners for quick updates
- Barcodes that are clear and easy to scan
Key Takeaway: The more you can automate, the smoother the process will be. Manual systems often cause missing or wrong data.
4. Plan Around Your Work Schedule
Inventory shouldn’t get in the way of your business. Plan the count around slower hours, weekends, or overnight shifts if needed.
What to consider:
- Ask your team what time works best
- Schedule shifts in cooler times of day (especially in hot warehouses)
- Provide cold drinks, fans, or rest areas
Keeping your team safe and comfortable helps them stay focused and accurate.
Need expert help with your next count? Contact Monarch for a free consultation and get expert support for a successful physical inventory count.
How to Involve Your Team in Inventory Count
5. Communicate Roles Clearly
One mistake many companies make is not telling their team about the inventory until the last minute. That creates confusion and slows everything down.
Make sure everyone knows:
- When the count is happening
- What their role is (counter, lift driver, helper, SME)
- Who to report to on the day of the count
6. Adjust to the Unexpected
Even with a great plan, things can change. Boxes might be in the wrong place. Staff might call out. A product might not scan.
The best thing you can do is keep your team informed. Let them know what might shift and be open to changes. A team that feels involved is more likely to help solve problems.
Pro Tip: Give updates as things change. Even short check-ins help your team stay focused and feel like part of the process.
In Summary
Preparing a warehouse for a successful physical inventory count is all about the details. Cleaning up, removing old items, using the right tools, and making sure your team is ready can make all the difference.
When you take the time to plan, your count goes faster, smoother, and with fewer errors. And that means less stress, better data, and a job well done.
Contact Monarch today to schedule a free consultation and make your next physical inventory count a success.
